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What We Do - Archives

The Archives Unit provides the following services for members of the public:

Research

Research and reference services are available to members of the public who wish to access the historical collections at the Archives Unit. Assistance is provided for onsite, written and telephone requests. Onsite assistance is given to members of the public in the Clinton Black Reading Room to locate information and inspect the records in accordance with the Archives Regulations. A member of staff is on duty in the Reading Room at all times and will make available finding aids and reference books. Researchers who are unable to visit the Archives may call in or write (mail/email) their research requests. All on-line requests are responded to promptly to inform the researcher that their query has been received and inform them when a proper response will be available. It should be noted that:

When a request is received, a preliminary search of all indices is usually carried out to see what information the Archives has in its holdings. Once the preliminary research is completed the researcher will be informed.

All telephone requests are dealt with within a day (24 hours) and all written requests are answered within a month.

Public Education & Outreach

The public education and outreach programme of the Archives Unit includes mounting displays and exhibitions on the holdings of the Unit and conducting tours for members of the public. Mounting displays and conducting tours of the Unit for groups is by appointment only. Our annual exhibition is mounted in October and is available for all members of the public to see. Participating in workshops and seminars centred on the preservation of records and records and information management is also an integral part of our outreach programme.

Duplication of Records

This service involves photocopying, microfilming and digitizing (scanning) records within our holdings. If researchers request copies of records, they are expected to pay a user fee. Payment is accepted in the form of cash, no personal cheques will be received. Overseas researchers may make payment in the form of International Postal or Money Order, addressed to the Permanent Secretary, OPM and sent to the Unit. Records are reproduced in keeping with the Copyright Act and in the case of records deposited from private individuals and non-governmental institutions, in accordance with the terms of the respective deposit.

Bookbinding

The repair, binding, titling of books and the construction of pamphlet boxes are other services made available to the public. All books for bookbinding and repairs are assessed individually to determine the associated cost. The construction of pamphlet boxes is by orders only. Modes of payment for these services are cash, postal and money orders.

Remedial Treatment (Repairs)

The Archives Unit aids clients with the preservation of historic records (maps, plans and books), safeguarding them for the enjoyment and use of future generations. We provide conservation treatments that take into consideration the integrity of the work and the standards upheld by the field. Minimally invasive treatment methods are carried out and all archival materials used for treatment are reversible.

Digital Reproduction & Reformatting

This Department utilizes reformatting techniques such as digitisation and microfilming to preserve archival records of all types. Our services include book scanning and reproductions of delicate or valuable archival records. We also offer preservation microfilming services, print for exhibits, editing and processing for images, audio and video files. We also offer training and consultation to organizations seeking guidance in this area.